Managed service
AI Purchase Order Tracking and Supplier Follow-Up
We follow up on every open purchase order so your buyers don't have to.
Your buyers spend hours chasing suppliers for acknowledgements, dates, and quantities. Logistify tracks every open purchase order line, asks suppliers for a delivery date, reads their replies, and records what they promised. Changes to the date, quantity, or price wait for your buyer, and accepted dates can be written back to QuickBooks Desktop.
- 5
- Statuses for every open line, from waiting for confirmation to delivery overdue
- 3 days
- Default gap between follow-ups to the same supplier
- 0
- Supplier emails sent without approval until you turn on automatic sending
- 1
- Field written to QuickBooks Desktop: the accepted arrival date
| PO | Supplier | Open qty | Requested | Promised | Status |
|---|---|---|---|---|---|
| PO-10482 | Hartwell Glass Co. | 12,000 | Oct 14 | Oct 14Oct 21 | Slipped 7 days |
| PO-10479 | Cascade Malt Supply | 80 | Oct 16 | Oct 16 | Confirmed |
| PO-10475 | Riverbend Labels | 25,000 | Oct 18 | — | No reply · day 2 |
| PO-10471 | Northline Packaging | 1,500 | Oct 20 | Oct 20 | Confirmed |
| PO-10466 | Summit Closures | 40,000 | Oct 22 | Oct 22 | Partial shipment |
The problem
Your ERP shows what you ordered. It cannot tell you what the supplier will actually deliver.
After a purchase order is issued, buyers still chase acknowledgements, promised dates, partial quantities, and changes through email, spreadsheets, portals, and phone calls. Requested dates are treated as supplier commitments, late replies are buried in inboxes, and open purchase order spreadsheets become the team's operational record. Delays are often discovered after the recovery window has narrowed.
The solution
Forward your buying inbox. We track every open line and chase the suppliers.
Logistify pulls vendors, items, and open purchase orders from your ERP, such as QuickBooks Desktop, and tracks each line: ordered, received, and still due. Your buying inbox forwards supplier mail to a dedicated Logistify address. We ask suppliers for a delivery date, read their replies and attachments, and record the date, quantity, and price they promise, with the email kept as evidence. An exact match is recorded on its own. A later date, a short quantity, a price change, or an unclear reply waits for your buyer with both values side by side.
How it works
How Logistify delivers the work
- 01
Connect your ERP and forward your buying inbox
Open purchase orders, vendors, and items come in from your ERP and refresh every few hours. Supplier mail forwards to a dedicated Logistify address, separate from customer orders. Each line shows ordered, received, and remaining quantity.
- 02
Ask suppliers for a date
A day after a line appears, a request for an acknowledgement and delivery date is ready. Follow-ups go three days apart, in one email per supplier per day that covers all their open lines. Your buyer approves each send, or you switch on automatic sending.
- 03
Read every reply
Replies and attachments are matched to the right purchase order and line using the email thread, the PO number, the supplier, and the products named. The promised date, quantity, and price are recorded. Mail that can't be placed goes to Needs a look and is never guessed.
- 04
Decide the differences, keep the ERP current
An exact match is recorded on its own. Later dates, short quantities, and price changes wait for your buyer with the supplier's email. Accepted arrival dates can be written to the expected date in QuickBooks Desktop. Quantity and price are never written back.
Capabilities
What's included in the service
Every open line tracked
See the supplier, PO number, product, ordered, received, and remaining quantity, requested date, promised date, and status for every open line: waiting for confirmation, acknowledged, waiting for delivery, delivery overdue, or needs approval.
Dedicated supplier mailbox
Your buying inbox forwards supplier mail to a Logistify address, separate from customer orders. Replies are accepted only from approved supplier senders that pass SPF, DKIM, and DMARC checks.
Replies read, attachments included
Dates, quantities, and prices are read from the email and from PDF, Excel, Word, and image attachments. Out-of-office notes, split deliveries, and refusals are recognised. Anything unclear waits for a person.
Differences prepared for a decision
Later or earlier dates, short or extra quantities, price and currency changes, and refusals are shown next to the original email. Your buyer accepts the change or keeps the purchase as it is.
You choose how much runs on its own
Start with a buyer approving every send. When you're ready, switch on automatic sending one action at a time. Automatic emails go only on weekday mornings and within daily limits.
Supplier performance
See each supplier's reply rate, typical reply time, and how often accepted dates later moved.
Input channels
Works with how your people already communicate
- Dedicated purchase-order mailbox
- Supplier email
- Open Purchase Orders desk
- Human review
ERP integrations
Connects to your existing systems
- Any ERP with open purchase orders
- Accounting systems with purchase orders
- Custom purchasing systems
- Don't see your ERP?Contact us
How we work
A managed service, not purchase order tracking software.
Most purchase order tracking software gives your buyers another screen to keep up to date. Logistify does the chasing for you: we connect your ERP and buying inbox, follow up with suppliers, read the replies, and bring your team only the changes that need a buying decision.
FAQ
Common questions
- What is purchase order tracking?
- Following each purchase order from approval until the goods arrive: getting the supplier's acknowledgement, a delivery date, and quantities, and noticing when any of them change. Logistify does this line by line, so a partial shipment or a slipped date shows up on the right line.
- Does it work with QuickBooks Desktop?
- Yes. Logistify pulls vendors, items, open purchase orders, and receipts from QuickBooks Desktop, including Enterprise, and can write the accepted arrival date back to the purchase order's expected date.
- Will it email our suppliers without asking?
- Not unless you turn it on. By default a buyer approves every supplier email. You can switch on automatic sending one action at a time, and automatic emails go only on weekday mornings within daily limits.
- How does it match a supplier's reply to the right purchase order?
- It uses the email thread, a PO number in the text, the supplier, and the products named. If it still can't tell, the email goes to Needs a look for your team. It never guesses.
- What happens when a supplier changes the date, quantity, or price?
- The change waits for your buyer with the supplier's email and both values side by side. You accept it or keep the purchase as it is. Quantity and price are never written to your ERP.
- Does it handle partial shipments and split deliveries?
- Yes. A split delivery is saved when every part has a quantity and a date and they add up to the open balance. After a partial receipt, follow-ups cover only what's still due.
- Do suppliers have to use a portal?
- No. Suppliers reply by email, the way they do now.
Let Logistify run this workflow for you.
Tell us how the handoff works today. We will map your systems, run the routine work, and surface only the exceptions that need your team’s judgment.
Further reading
Procurement
AI Purchase Order Tracking and Supplier Follow-Up for QuickBooks Desktop Enterprise
See how Logistify AI tracks approved purchase orders in QuickBooks Desktop Enterprise, follows suppliers for confirmations, captures promised dates, and routes exceptions without requiring an ERP migration.
Read the article
Industry Research
Best Purchase Order Tracking and Supplier Follow-Up Software for Manufacturers and Distributors (2026)
Compare purchase order tracking and purchase order management software for manufacturers and distributors: ERP modules, Ariba and Coupa, workflow tools, and managed supplier follow-up. See which fits your team.
Read the article
Procurement
What Is Purchase Order Tracking and Supplier Follow-Up?
Learn how manufacturers and distributors track approved purchase orders, follow up with suppliers and vendors, capture promised dates, handle exceptions, and keep open lines moving through receipt.
Read the articleExplore other AI Agents
Sales Order Agent
Connect Logistify to the email, WhatsApp, voicemail, SMS, and document channels where your orders arrive. We handle intake and return clean, confirmed orders in your ERP.
Learn moreAccounts Receivable Agent
Upload your bank file. We match each customer payment to the open invoices it pays, record it in your accounting system, and explain every payment that needs a person.
Learn moreProduct Catalog Agent
Send us your supplier spreadsheets, exports, PDFs, and product files. Our team and Product Catalog Agent clean, validate, and publish the finished records to your ERP, ecommerce store, and marketplaces.
Learn more